Zentral und Hochschulbibliothek Luzern www zhbluzern ch homepage

Zentral- und Hochschulbibliothek Luzern www. zhbluzern. ch homepage Aleph Direct for IDS Lucerne First experience folie IGELU Berlin september 8, 2013

Zentral- und Hochschulbibliothek Luzern www. zhbluzern. ch homepage • Aleph-Installation hosted by Exlibris • System-Level maintenance by Exlibris (Backup, Oracle etc. ) • Application-Level (Aleph-System. Administration) by the customer folie Aleph Direct

Zentral- und Hochschulbibliothek Luzern www. zhbluzern. ch homepage First Experience: The short version folie • It works very well (better than expected ; -) • Communication good (but could sometimes have been a little bit clearer/faster)

Zentral- und Hochschulbibliothek Luzern www. zhbluzern. ch homepage And now some details Who are we? Where did we start ? Why ‚Aleph Direct‘ ? Chronology Daily business questions/aspects folie • • •

Zentral- und Hochschulbibliothek Luzern www. zhbluzern. ch homepage • • ZHB: Zentral- und Hochschulbibliothek: (Central and University Library of Lucerne) (Main library the local library network IDS Lucerne) IDS Luzern: Information Network of German Speaking Switzerland, local network Lucerne (25 libraries, university of applied sciences, university of teacher education, special libraries) Part of the national ‘IDS’ (Informationsverbund Deutschschweiz) Staff IDS Lucerne : ca. 150 people 1. 2 Million Bib, 1. 6 Million Items Circulation: 500’ 000 p year Aleph since 1999 Licenses: 58 staff / 45 WWW folie ZHB Luzern / IDS Lucerne

Zentral- und Hochschulbibliothek Luzern www. zhbluzern. ch homepage folie IDS - Information Network of German Speaking Switzerland

Zentral- und Hochschulbibliothek Luzern www. zhbluzern. ch homepage • Aleph since 1999 • Aleph server locally installed 1998 -2013 (Sun / Solaris) Sun E 450: 1998 -2005 (Aleph V 11 – V 14) Sun Fire V 440: 2005 -2013 (Aleph V 16 – V 20) • System-Knowhow not too big; external support for Oracle-Issues, Backup-Architecture a. s. o. • Very stable, almost never problems on system level, but system becoming slow • We were planning to install new Linux-Server for 2013 (V 21) folie ZHB Luzern / IDS Lucerne

Zentral- und Hochschulbibliothek Luzern www. zhbluzern. ch homepage Other Ex Libris products folie • SFX (common installation in IDS) • Metalib (common installation in IDS, ended in 2013) • Metalib+ for IDS Lucerne = Primo Central Hosted installation since 2012 (first steps with Primo)

Zentral- und Hochschulbibliothek Luzern www. zhbluzern. ch homepage Offers Ex Libris 2012 • Being interested in a) Discovery-Tool and b) Solution for Aleph-Hosting 2013 ff we decided to go for this package (Aleph Direct + Primo Direct) • In the future, we probably all will have cloud computing why not start already? folie • Offer for Primo hosted • Offer for Aleph hosted (‘Aleph Direct’) (better price than earlier offers. . . )

Zentral- und Hochschulbibliothek Luzern www. zhbluzern. ch homepage Ex Libris Services (contract) 2. 1. Aleph Direct is an application hosting package. The application is hosted on hardware owned by Ex Libris at a central data center. Ex Libris maintains ownership and responsibility for the ongoing maintenance of the application, including installation of software updates and upgrades. The User is responsible for maintaining the connectivity (with acceptable bandwidth) of the workstations and end users to the main Internet, including network connectivity to the application, and connectivity between the application and the User’s local applications interacting with the application, as well as creating and maintaining firewall definitions and opening required ports that permit access to the application. (b) Hosting ongoing services provided by Ex Libris include: 1. Disk backups to tape 2. Offsite storage of backup tapes 3. Server monitoring 4. Hardware system upgrades, patches, and maintenance 5. Operating system upgrades, patches, and maintenance 6. System security 7. Application availability (c) Aleph Direct ongoing services provided by Ex Libris include: 1. Ongoing service pack implementation. 2. Ongoing version upgrades. folie (a) Hosting implementation services provided by Ex Libris include: 1. Production hardware platform 2. Hardware maintenance 3. 24 x 7 professional operators 4. Centralized backup facilities 5. Redundant environmental systems (power, cooling, and humidity) 6. Robust UPS facilities 7. Diesel power generators (independent power plant) 8. No fewer than 3 ISPs providing OC 3 -level bandwidth to the facility with load balancing 9. Redundant routers 10. Backup tapes are stored at the data center, with separate offsite long-term retention.

Zentral- und Hochschulbibliothek Luzern www. zhbluzern. ch homepage Ex Libris Services (contract) EXHIBIT D : HOSTED ENVIRONMENT SERVICE LEVEL AGREEMENT 1. Availability For the duration of the Agreement, Ex Libris will use commercially reasonable efforts to ensure that the Programs are available for access and use in accordance with the Agreement (the "Service") at an annual Uptime Percentage (defined below) of at least 99. 5%, as measured over any calendar year. Upon request, Ex Libris shall provide the User with a report of any Downtime during a calendar quarter (the "Quarterly Report"). 3. SLA Exclusions 4. Low Uptime Percentage 5. Support Incidents 6. 24 x 7 Monitoring The Ex Libris hub team provides 24 x 7 coverage for the Service by monitoring and alerting on any issues or problems with: - servers - operating systems - network devices (switches/routers) - backup systems - server side performance folie 2. Definitions "Scheduled Downtime" means any shutdown of the Service for repairs and/or maintenance including installing any updates, new releases and upgrades during a Measured Period. Ex Libris will use its reasonable efforts to provide the User with at least seven (7) days notice in advance of any Scheduled Downtime. Ex Libris will use commercially reasonable efforts to (i) ensure that the Scheduled Downtime falls between the hours of Saturday 20: 00 and Sunday 06: 00 CET; and (ii) minimize Scheduled Downtime.

Zentral- und Hochschulbibliothek Luzern www. zhbluzern. ch homepage Chronology November 2012: Idea ‘Aleph Hosting’ December 2012 ff: Offer Ex Libris, negociations March 2013: Contract April 2013: Planning Mai 2013, Week 21/22: Installation Server (EXL) June 2013, Week 23/24: Upgrade Express (EXL – Lucerne) • June 2013, Week 25/26: User Tests on V 21 (Lucerne) • July 2013, Week 27/28: Service Pack, Last Details (Lucerne) folie • • •

Zentral- und Hochschulbibliothek Luzern www. zhbluzern. ch homepage Chronology ff folie • 14. /15. July 2013: Switch to production • August 2013: Installation Testserver (=copy of production)

Zentral- und Hochschulbibliothek Luzern www. zhbluzern. ch homepage 3 steps folie a) Version 20 to Version 21 b) Solaris to Linux c) Local installation to external installation

Zentral- und Hochschulbibliothek Luzern www. zhbluzern. ch homepage Issues for us (I) • Our restrictions: Server can be abroad, but it must be Europe; certainly not US. • Ex Libris works with www. equinix. de (Computer/Data center worldwide, our installation in Amsterdam) ok folie • Where is our server?

Zentral- und Hochschulbibliothek Luzern www. zhbluzern. ch homepage Issues for us (II) • circulation performance Till now we are happy with performance and connection! folie (distance to server 900 km instead of 20 m or 1 km)

Zentral- und Hochschulbibliothek Luzern www. zhbluzern. ch homepage • Cooperation too complicated? it works well (daily work like in the past) • For example: GUI-Access only open for registered IP-Adresses? GUI-Access no restrictions (just restrictions you want to handle in server_ip_allowed) Restrictions only for SSH/SFTP (just registered IP-Adresses), which is reasonable folie Issues for us (III)

Zentral- und Hochschulbibliothek Luzern www. zhbluzern. ch homepage Issues for us (IV) • Loss of autonomy (some local programs/interfaces not allowed/not possible? ? ) (we do not have a lot of local specialities) folie Until now, everything works fine, e. g. - Dirlist (Pearl) (Tool for web based access to parameter tables) - SAP-Interface (PL SQL)

Zentral- und Hochschulbibliothek Luzern www. zhbluzern. ch homepage Issues for us (V) • Access rights? Standard Aleph-User (aleph/oracle/sql) + sudorights where needed • Until now, we are ok with sudo rights – when we need more, we can talk to Exlibris folie aleph@dc 03 kg 0257 eu(a 21_1) ILU 01> sudo –l Matching Defaults entries for aleph on this host: !lecture, tty_tickets, !fqdn User aleph may run the following commands on this host: (root) NOPASSWD: /exlibris/aleph/u 21_1/alephe/apache/bin/

Zentral- und Hochschulbibliothek Luzern www. zhbluzern. ch homepage Issues for us (VI) • Exlibris to be stingy with Disk-Space? • aleph@dc 03 kg 0257 eu(a 21_1) ILU 50> df –h Filesystem Size Used Avail Use% Mounted on (fs 1) 28 G 6. 3 G 20 G 24% / (fs 2) 3. 9 G 1. 5 G 2. 5 G 37% /dev/shm/dev/vda 1 (fs 3) 194 M 53 M 131 M 29% /boot (fs 4) 310 G 210 G 101 G 68% /exlibris folie Until now no problems, enough space for temporary needs

Zentral- und Hochschulbibliothek Luzern www. zhbluzern. ch homepage Issues for us (VII) • Can we work on the SQL-Level as we did the last 14 years? (f. ex. Global updates in Z 30) Lucerne: But we are used to update data on sql-level! Ex Libris: You will have same users/access-Rights in the hosted version as before, so you can work in the same way. folie Lucerne: Do we have the same rights to work on sql? Ex Libris: Select ok, Update forbidden (for all Aleph. Installations: local or hosted)

Zentral- und Hochschulbibliothek Luzern www. zhbluzern. ch homepage People concerned • Lucerne: - 1 project manager - 1 system librarian folie • Exlibris (Germany): - 1 project manager - 1 technical consultant - 1 Implementation Consultant - ‘cloud team’

Zentral- und Hochschulbibliothek Luzern www. zhbluzern. ch homepage • Exlibris: - Initial installation V 21 - Installation u-tree - [Initial export/import Oracle] by ourselves - Upgrade-Express (UPX) steps <1000 (parameters) • Lucerne: - Adapting parameter tables - 2 x Export/Import of Oracle and UPX step > 1000 (oracle tables) - Service Pack 2 weeks prior to STP - Final Export/Import Oracle + UPX step > 1000 folie who did what

Zentral- und Hochschulbibliothek Luzern www. zhbluzern. ch homepage • STP planned to be done by ourselves (out of office hours!) Saturday 13. 7. 13 17: 00 to Sunday 14. 7. 13 17: 00 • Starting with unexpected problem: imprudent killing a first launch of the Oracle-Exportscript (it was not launched in the background) caused an Oracle Error and blocked the export needed Exlibris support 7 x 24 hub in Israel Support was very good, problem solved in the early morning folie Special problems

Zentral- und Hochschulbibliothek Luzern www. zhbluzern. ch homepage Communication during project • One explanation/reason: vacation period (june/july) folie • In general good and uncomplicate • But could sometimes be improved: - communication of some important parameters/informations took a long time - Some technical questions needed (too) many mails

Zentral- und Hochschulbibliothek Luzern www. zhbluzern. ch homepage Backup • Exlibris offers 7 x 24 service (no down time for Backup) • We decided to have a shutdown/restart once a week folie crontab aleph-user: 05 01 * * 0 /exlibris/aleph/u 21_1/alephe/aleph_shutdown 18 01 * * 0 /exlibris/aleph/u 21_1/alephe/aleph_startup

Zentral- und Hochschulbibliothek Luzern www. zhbluzern. ch homepage Monitoring There app level checks: 1. Search in the Aleph 2. Oracle health checks 3. J-Boss (For interoperability with Primo) Only after 30 Minutes! (which is for us reasonable and ok) (SI 16384453012) In general, the checks are done every minute and create a critical alert if there is a sequence of 3 failed checks. But this can change, according to the level of false alerts we get and load on the monitoring system. If the customer wants to take down its Aleph, they need to let us know in advance so that we shut down the monitoring. Otherwise we will think that they are down and will try to restart their Aleph, which can ruin any work they are doing folie There are server level checks, that are not related to the product: 1. Disk space 2. CPU 3. Load 4. Ping

Zentral- und Hochschulbibliothek Luzern www. zhbluzern. ch homepage Mon, 6 May 2013 Hello All – IGELU-ELUNA-HOSTED-L is an unmoderated discussion list for users of Ex Libris’ Cloud Services. It is a way for users to share alerts and information specifically about that service, such as questions about connectivity or response problems. It’s an extremely low-traffic list. The only messages are generally the rare “Our catalog (or any other product) seems to be off line, is anyone else having that issue” posting. Discussions of specific Ex Libris products should be posted to the appropriate lists, such as Voyager-L or Aleph 500 -Discuss-L. http: //el-una. org/mailing-lists/all-products-mailing-lists/#elunahosted folie List IGELU-ELUNA-HOSTED-L@LISTSERV. ND. EDU

Zentral- und Hochschulbibliothek Luzern www. zhbluzern. ch homepage Thank you Further informations september 8, 2013 folie Philipp Marti Head IT ZHB Luzern philipp. marti@zhbluzern. ch